When first setting up your WorkBook system, a starting set of data will be imported, including your client information, supplier list, and employee details. To import data successfully it is important to understand the data structures and the format required in the import data sheets.
Things to note:
Data is imported once, so it is important to ensure accuracy and consistency prior to uploading.
Not all fields are required at import, optional fields can be added to the system manually at a later date when/as required.
It is important to initially import data in ‘test mode’ to catch any errors. WorkBook will flag errors so they can be fixed before the final import.
ON THIS PAGE YOU WILL FIND: |
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IMPORT EMPLOYEES
Download employee import file here. File updated
The employee resource card holds all information about individual WorkBook users, including but not limited to, the employee’s login details, position, department, license type, access role, default activity, client access, billabe target, cost and sales rates, capacity profiles, leave and absences etc.
COLUMN HEADER | FIELD DESCRIPTION | FORMAT | REQUIRED |
|---|---|---|---|
CompId | Company number: The company ID that the employee belongs to. | Number If there is only one company in your WorkBook setup, simply use '1' in this field. | Yes |
EmpNum | Employee Number: A unique code used to identify each individual employee (referenced in this import). | Number and/or text E.g. 101, 102, 103 etc | Yes |
EmpName | Employee Name: The employee’s first and last name. | Text E.g. Jack McGregor | Yes |
EmpIni | Employee Initials: This field will be used when tagging users in the system, e.g. when adding them to a conversation, so it is recommended to choose a combination that users will easily recognise. | Text E.g. First name and the initial of their last name, JACKM; TIMB; RUBYJ | Yes |
AdrLine1 | Address Line 1: Used when importing full employee details. This information is not required at import and can be added to the system later if required. | Text | No |
AdrLine2 | Address Line 2 | Text | No |
Postcode | Postcode | Number (can also include letters) | No |
City | City | Text | No |
CountryCode | Country Code: WorkBook assigns a two-letter code to each country. Check with your WorkBook consultant if your country code is not referenced here. | Text E.g. AU, DE, DK, HK, NZ, SG etc | Yes |
Tel | Telephone number | Number | No |
Mobile | Mobile number | Number | No |
Employee’s email address: Email address will form part of the employee’s login details and notifications will be sent here. | Text E.g name@agency.com | Yes | |
EmployDate | Date employed from: You can import all employee’s with the same date. Recommended to use your WorkBook go live date. | Date E.g. your local date format xx/xx/yy | Yes |
ExpiryDate | End of employment date: A standard field on each employee record. This is not required for import, this field is used to manage inactive employee records. | Date E.g. your local date format xx/xx/yy | No |
IsActive | Is the employee active?: Most employees will be active on import, with the exception of a user that has a start date after go live. | Number 0 = No | Yes |
EmpAId | Employee activity ID: Every employee in WorkBook must be assigned a default activity code. E.g. Account Manager = 11000. Value must reference an activity ID that already exists in your system. Activities are created and managed via Settings > Price lists & activities > Activities. | Number E.g. 11000, 11001, 11002 etc | Yes |
AccessTypeId | License type: Each user is assigned a license type on import. These will be capped at the number and types of licenses in your contract. | Number 1 = System administrator | Yes |
ApplicationAccessRole | User access role: Include the name of the desired access role, or leave blank and assign to employee profile post import. Value must reference an access role that already exists in your system. Access roles are created and managed via Settings > Advanced tools > User access rights. | Text E.g. Project Manager, Project Manager + Create Client etc | No |
Cost | Hourly cost rate: The employee’s cost to the business per hour. This is usually a banded rate according to their role. | Number E.g. 110.50 | Yes |
Sale | Hourly sales rate: The employee’s standard charge out rate per hour. | Number E.g. 250.00 | Yes |
ProfitTarget | Billable target %: The employee’s weekly billable hours target as a percentage. | Percentage E.g. 85% | No, but recommended |
EmpPosition | Employee position: The employee’s position or role. Value must reference a position that already exists in your system. Positions are created and managed via Settings > Employee settings > Positions. | Text E.g. Developer; Producer; Designer etc | Yes |
DateOfBirth | Date of birth | Date E.g. your local date format xx/xx/yy | No |
SEX | Gender of employee | Number 1 = Male | No |
UserLogin | Login name: You can decide the format, however it is recommended to use the employee’s email address for ease. | Text E.g. name@agency.com | No, but recommended |
UserPW | WorkBook password: The system can generate a unique password when the employee first logs in. | Leave blank | No |
PublicNum | External personal number: Field can be used to reference a unique external code. | Number and/or text | No |
LCID | Language: Each employee profile is assigned a default language. WorkBook assigns a four-digit code to available languages. Check with your WorkBook consultant if your desired language is not referenced here. | Number 1030 = Danish | Yes |
ResId | Please leave this field blank, it is completed automatically on import. | Leave blank | No |
CountryStateCd | User’s State: Used for US businesses only. | Text E.g. CA, FL, NY, NJ etc | No |
CountryCountyId | User’s County: Used for US businesses only. | Text E.g. Benton, Carlton, Dorchester etc | No |
Department | Department: The department the employee sits in. A user can only be assigned one department. Value must reference a department that exists in your system. Departments are created and managed via Settings > Company settings > Departments. | Text E.g. Client Services, Creative, Strategy etc | No, but recommended |
EmployeeManager | Employee manager: Assign each employee a line manager. This field is used in approval workflows. Include the employee number (Empnum) of the desired manager. | Number E.g. 101, 109, 121 etc | Yes |
TimeSheetApprover | Time sheet approver: Used to assign each employee a time sheet approver. Include the employee number (Empnum) of the desired time sheet approver or leave blank to determine post import. | Number E.g. 101, 109, 121 etc | No |
ReportProfile | Report profile: Determines which reports a user can access and is usually aligned to their license type. Default report profiles are ‘Advanced’ and ‘Basic’, speak to your Consultant if you require additional report profiles. | Text Advanced user | No |
Substitute | Substitute employee: Used to assign each user a substitute employee. Notifications and approvals will be diverted to the assigned substitute employee when the user is on leave. Include the employee name of the desired substitute or leave blank to determine post import. | Text E.g. Ruby Jones | No |
Capacitydate | Capacity start date: The date the user’s capacity should start from. Leave blank to use employee start date. | Date E.g. your local date format xx/xx/yy | No |
Skills | Employee’s skills: Can be used to add skills against employee profiles, for instance coding languages for developers. | Text, separated by commas E.g. PHP, CSS, HTML5 etc | No |
JobTeam | Job team: The team/s the employee belongs to. A user can belong to multiple teams. Value must reference a team that already exists in your system. Teams are created and managed via Settings > Employee settings > Teams. | Text, separated by commas E.g. Creative, Delivery, New Business etc | No |
AccessRoleName | N/A: Leave bank | N/A | No |
TrafficManager | Traffic manager: Used to assign employee’s a traffic manager. This role is used in resource approval workflows. Include either the name, email address or employee number (Empnum) of the desired traffic manager. Leave blank if not using or to determine post import. | Number or text | No |
EmploymentType | Employment type: Used to confirm the employment type of user. | Number 1 = Permanent basis | No |
WeekendType | Weekend type: Used to determine the days that are considered the weekend in your business. | Number 1 = Saturday and Sunday | No |
Firstdayofweek | First weekday: Used to determine the relevant first day of the working week in your business. | Number 1 = Monday | No |
Holidaycalendar | Holiday calendar: Assign each employee a holiday calendar (includes national/public/bank holidays). Value must reference a holiday calendar that already exists in your system. Leave blank to create and assign post import. Holiday calendars are created and managed via Settings > Company settings > Holidays and absence > Holiday calendars. | Text Calendar name, e.g. NSW Public Holidays | No |
HolidayCalculation | Holiday calculation: Determines how the user’s holiday is calculated. | Number 1 = Average defined on employee holiday period | No |
Full Client Access | Client access: Determines if a user should, by default, have access to all clients in the system. If ‘yes’, when a new client is created in the system these users will automatically be granted access. | Number 0 = No | No |
User Must Enter Time Sheet | Time sheet requirement: Determines if the user is required to complete timesheets in WorkBook. | Number 0 = No | No |
Receive Time Sheet Notification Email | Time sheet notifications: Determines if a user will receive reminder notifications. | Number 0 = No | No |
Time Entry Dialogue to appear upon Login | Time sheet user compliance: Prevents user from progressing in WorkBook until their time sheets have been completed. | Number 0 = No | No |
Allow User to create TAG | Create tags: Determines if a user has the ability to create tags in WorkBook. | Number 0 = No | No |
Allow User to Create new Skills | Create skills: Determines if a user has the ability to create skills in WorkBook. | Number 0 = No | No |
Allow saving of new job based templates | Save templates: Determines if a user has the ability to save templates for quotes, timelines etc. | Number 0 = No | No |
Is LDAP user | LDAP user: If your business is set-up for LDAP (or similar authentication app), this field determines if user is required to login with LDAP credentials. | Number 0 = No | No |
LDAP Domain Login | LDAP domain login: Include if relevant to your authentication app. | Text | No |
IMPORT CLIENTS & DEBTORS
Download clients and debtors import file here. File updated
Clients
Clients are global.
A client record includes all customer related info such as resources, addresses, phone numbers, documents and most importantly links jobs for reporting purposes.
There is total freedom in defining the customer level and customer names.
WorkBook includes default non-billable clients to set-up internal jobs against, i.e. Internal, New Bus, Leave etc.
Debtors
A debtor is defined as the “paying customer” or “the invoice address customer”.
Accounts Receivable are always tracked against the Debtor and not the Client.
All invoicing must have a Debtor assigned to it before it can be approved.
Debtors are unique per company.
COLUMN HEADER | FIELD DESCRIPTION | FORMAT | REQUIRED |
|---|---|---|---|
CompId | Company ID: The company ID that the client belongs to. | Number and/or text If there is only one company in your WorkBook setup, simply use '1' in this field | Yes |
CustNum | Customer number: A unique code used to identify each client. This code is referenced in other imports and also becomes the debtor/AR account number. | Number and/or text E.g. 101, 102, 103 etc | Yes |
CustName | Customer name: Client name as you would like it to appear on price quotes, sales invoices, reports and statements. | Text | Yes |
CustTypeId | Customer type: Defines real customers opposed to internal customers. Internal customers are used for holiday, illness & absence, and administration. Use '1' for all real customers. | Number 1 = Customer | Yes |
AdrLine1 | Address Line 1: Not required, but it is strongly suggested to include client address details in import file as they are used across client facing outputs, e.g. price quotes and invoices. Details can be added manually to each client record post import if preferred. | Text | No, but recommended |
AdrLine2 | Address Line 2 | Text | No, but recommended |
Postcode | Postcode | Number and/or text | No, but recommended |
City | City | Text | No, but recommended |
CountryCode | Country Code: WorkBook assigns a two-letter code to each country. Check with your WorkBook consultant if your country code is not referenced here. | Text E.g. AU, DE, DK, HK, NZ, SG | No |
Tel | Telephone number: Head office or main business contact number. | Number | No |
Fax | Fax number: Head office or main business fax number. | Number | No |
AccContact | Accounts contact: Name of your accounts receivable / debtor contact person. | Text | No |
AccContactTel | Accounts contact telephone: Number of your accounts receivable / debtor contact person. | Number and/or letters | No |
Accounts contact email: Email address of your accounts receivable / debtor contact person. | Text | No | |
wwwAdr | Website: Client’s URL for reference. | Text | No |
Industry | Industry: The industry the client belongs to, for internal reference only. | Text | No |
LCID | Language: Each client profile is assigned a default language. WorkBook assigns a four-digit code to available languages. Check with your WorkBook consultant if your desired language is not referenced here. | Number 1030 = Danish | Yes |
PayTermCd | Payment terms: The default number of days from invoice date that payment is due. Value must reference a payment term that already exists in your system. Payment terms are defined in Settings > Global system settings > Payment terms. | Number and text 10D = 10 days | Yes |
ArpAccGrpCd | AR/AP posting group: Defines the posting group and associated debtor account for each client. Value must reference a posting group that already exists in your system. Posting groups are defined in Settings > Finance > AR/AP Groups. | Text DEB EXT = External debtors | Yes |
CurrCd | Currency code: The debtor’s default currency code. Value must reference a currency that already exists in your system. Currencies are defined in Settings > Global system settings > Currency codes and rates > Currency setup. | Text E.g. EUR, DKK, AUD, NZD, USD, GBP etc | Yes |
VatCd | Tax code: The client’s default tax code (VAT/GST) Value must reference a code that already exists in your system. Tax codes are defined in Settings > Finance > VAT settings > AR/AP VAT codes. | Text VAT EXP = VAT expenses | Yes |
VatNo | VAT number: The debtor’s registered VAT number. | Number and/or text | No |
EAN | EAN or GLN: The debtor’s EAN or GLN number. | Number and/or text | No |
PublicRegNo | Public registration number: The debtor’s public registration number. | Number and/or text | No |
RespEmpId | Responsible employee: Include the import ID of the employee who is responsible for the client, they will be the Account Manager for the client. (Check your employee import spreadsheet for EmpNum code). | Number E.g. 101 | No, but recommended |
PrintStatement | Print statement: Defines if the debtor must be included in statements. | Number 0 = No | Yes |
IsBlocked | Block debtor: Sets the debtor to blocked once imported. | Number 0 = No | Yes |
CreateCustomer | Create customer: Defines if the record should be imported as a client. | Number 0 = No | Yes |
CreateDebtor | Create debtor: Defines if the record should be imported as a debtor. | Number 0 = No | Yes |
CreditMaxCheck | No | ||
CreditMaxAmt | No | ||
RecId | N/A: Leave bank, created on import. | N/A | No |
ResId | N/A: Leave bank, created on import. | N/A | No |
ArpAccId | N/A: Leave bank, created on import. | N/A | No |
CountryStateCd | Client’s State: Used for US debtors only. | Text E.g. CA, FL, NY, NJ etc | No |
CountryCountyCd | User’s County: Used for US debtors only. | Text E.g. Benton, Carlton, Dorchester etc | No |
QuoteVatValue | VAT rate: The default VAT % rate to include on price quotes for this client. Can also be updated manually on jobs as required. | Decimal E.g. 0.10 = 10%, 0.25 = 25% | Yes |
QuoteVatShow | Include VAT on price quotes: Defines if VAT should be added to price quotes by default. | Number 0 = No | Yes |
SalesTaxCodeCd | Sales tax code: Used for US and Canadian debtors only. Value must reference a code that already exists in your system. Managed via Settings > Tax > Sales tax setup. | Text | No |
ExtNo | External number: Field can be used to record an external number or code against the client profile. | Number and/or text | No |
ReportingGroup | Reporting group: Used in certain finance reports. For example, US reporting that supports the 1099 form. | Text | No |
Pricelist | Price list: Defines the default price list/rate card for each client. To add multiple price lists to a client, include names separated with a comma, noting that the first price list will be the default when creating a job. Value must reference a price list that already exists in your system. Price lists are created and managed via Settings > Price lists & activities > Price lists. | Text | No, but recommended |
IMPORT CONTACTS
If you wish to establish a contact on a customer, follow the example below:
On the customer, Panda Shoes, you want to create a contact: John Doe.
To link this contact you must first find out which ResTypeId the contact is to be linked together with. Choose between the options in the point ResTypeId (choose 3 if it is a customer contact).
Then you must choose which customer contact to be linked. Find out what “CustNum” is on the customer and insert this number in RefNum on contact person.
Customer name: Panda Shoes
ResTypeID: 3
CustNum / RefNum: 4711
Contact Name: John Doe
RefNum: 4711
ResTypeId: 3
The same principles applies any type of resource.
If you’re importing contacts to a newly imported resource, then RefNum will be the same number used in the import, E.g. CustNum for clients, CreditorNum for suppliers and SubjectNum for prospects.
COLUMN HEADER | FIELD DESCRIPTION | FORMAT | REQUIRED |
|---|---|---|---|
ResTypeId | Which resource type does this contact person belong to | 1 = Internal company | |
RefNum | Check your customer &/or creditor import spreadsheets for the number you assigned the customer or creditor that this contact person belongs to | Number | |
ContactName | Contact’s full name | Text | |
EmployPosition | Contact’s position | Text | |
Contact’s email address | Text | ||
Mobile | Mobile number - not required | Number | |
Tel | Telephone number - not required | Number | |
Fax | Fax number - not required | Number | |
AdrLine1 | Address Line 1 | Text | |
AdrLine2 | Address Line 2 | Text | |
Postcode | Postcode | Number (can include letters) | |
City | City | Text | |
CountryCode | Country Code | E.g. AU, DE, DK, HK, NZ, SG Check with your WorkBook consultant if your country code is not listed here | |
RessParentId | Leave blank, fills out automatically upon import | Number | |
Comment | A supplemental description | Text | |
ResId | Leave blank, fills out automatically upon import | Enter nothing | |
RecId | Leave blank, fills out automatically upon import | Enter nothing | |
CountryStateCd | State, use the abbreviation of the name. | ||
CountryCountyCd | County | ||
Tel2 | A secondary phone number | Number (may include letters) | |
Business | |||
IMPORT SUPPLIERS & CREDITORS
COLUMN HEADER | FIELD DESCRIPTION | FORMAT | REQUIRED |
|---|---|---|---|
CompId | Company Number: the company this supplier belongs to - required | If there is only one company in your WorkBook setup then please use 1 in this field | |
CreditorNum | Creditor Number: a unique code used to identify each customer - required | Numbers &/or Letters | |
CreditorName | Creditor Name - required | Text | |
AdrLine1 | Address Line 1 | Text | |
AdrLine2 | Address Line 2 | Text | |
Postcode | Postcode | Number (can include letters) | |
City | City | Text | |
CountryCode | Country Code | E.g. AU, DE, DK, HK, NZ, SG Check with your WorkBook consultant if your country code is not listed here | |
Tel | Telephone number - not required | Number | |
Fax | Fax number - not required | Number | |
AccContact | |||
AccContactTel | |||
wwwAdr | |||
LCID | 1030 = Danish | ||
PublicRegNo | |||
StdAId | |||
OurNumAtAcc | |||
PaymentTermsCode | |||
PayModeNo | |||
PayMethodCd | |||
PayCreditorNum | |||
BankRegNo | |||
BankAccNo | |||
SwiftNo | |||
IbanNo | |||
CurrencyCode | |||
ArpAccGrpCd | Posting group code taken from Settings/Finance/AR-AP groups | CRE EMP – Employee creditor | |
VatCd | |||
VAT | You can ignore this field, it isn’t used in this import, but has other purposes. | Enter nothing | |
IsBlocked |
| 0 = No | |
ResponsibleEmpNum | Number | ||
CreateCreditor | Should a creditor be created upon import. A creditor is the financial side of the supplier, and is needed to book creditor invoices and expenses. | 0 = No | |
CreateVendor | Should a supplier be created. A supplier is needed to make requisitions and is a resource where where multiple contacts can be stored. | 0 = No | |
EAN | |||
CountryStateCd | US only | ||
CountryCountyCd | US only | ||
SalesTaxCodeCd | |||
ExtNo | |||
Industry | |||
ReportingGroup |